Nights Away Notification

PURPOSE AND USE: This form provides the information a Commissioner (or their nominee) requires to APPROVE an event to take place (i.e. POR 9.1.2). The Permit holder is responsible for ensuring the appropriate Commissioner is informed about each section attending a nights away event (even a District or County event). For all Nights Away events the information below should be with your Commissioner (or their nominee) at least 7 days before the event (in normal circumstances). How the information is passed on will depend on local arrangements, but must be documented. Please ensure your Group Scout Leader / District Explorer Scout Commissioner is aware of the event.

The event must not go ahead until the Commissioner (or their nominee) has confirmed their approval.

Event Information

Name of event*

Type of Event*

District*

Group or Unit

GLV/14-25 Lead Volunteer Name

First Last

GLV/14-25 Lead Volunteer Name Email*

Section

Approximate Numbers Attending

Squirrel Scouts

Beaver Scouts

Cub Scouts

Scouts

Explorer Scouts

Network Scouts

Adults

Total*

Is this event being run using Event Passports?*

Yes
No

Date From*

Date To*

Number of Nights*

Venue Name*

Venue Telephone

Venue Address*

Line 1 Line 2 County Post Code

Venue Email

Venue Website

Please check Prohibited and Restricted Areas Camping Directory on scouts.org.uk to ensure your site is not in a restricted area.

Event Leadership Information

Event Leader’s Name*

Event Leaders Membership number*

Event Leaders Telephone*

Event Leaders Email*

Permit Holder’s Name*

Permit Holder’s Membership number*

Permit Holders Telephone*

Permit Holders Email*

Names of all adult members attending (with membership numbers) as well as all other adults e.g. parents, guardians etc.*

Activities

Activities away from Venue

Please provide details of any activities taking place away from the venue. Please include the type of activity, the location and the date and if applicable the name of the company/person running the activity if using an external provider. Any Adventurous Activities should be listed in the box below.

Adventurous Activities

Please list activities requiring a permit or qualification (including any planned contingency activities). Please provide details of the activity leader or provider i.e. names of individuals or businesses / organisations providing the activities Remember, the District Lead Volunteer needs to be satisfied the individual(s) leading the activity is authorised by The Scout Association to do so.

Planning and Preparation

As part of the planning and preparation for the Nights Away event the following documentation should be in place: programmes, attendance information, medical and emergency contact information for attendees, InTouch system, menus and written risk assessments. You must provide a written risk assessment along with this form to your Commissioner (or their nominee). Other documentation (listed above) does not need to be provided with this form but must be available on request.

In Touch Details*

Please provide details of your InTouch system and the main contacts in the event of an emergency

The written risk assessment for this Nights Away event has been shared with the responsible Volunteer (or their nominee).*

I confirm

The risks and control measures will be communicated to all adults and young people involved in the event, in an appropriate manner.*

I confirm

If the planned activities cannot take place during this Nights Away event, the leadership team have considered alternatives and they will be carried out as per the local approval process.*

I confirm

The Group Lead Volunteer Leader/District Explorer Scout Lead Volunteer is aware of this event taking place.*

I confirm

Should significant changes be made to the plans for this Nights Away event, the Event Leader or Permit Holder will notify the Approver.*

I confirm

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